Subcontractor Compliance Tracking

Overview

The Subcontractor Compliance Tracking system will introduce a comprehensive compliance matrix within the existing Suppliers & Subs area, allowing you to track insurances, work tickets/competencies, and expiry dates for all subcontractors in one centralised location. This enhancement transforms the current basic subcontractor management into a robust compliance oversight tool that automatically calculates operational status and proactively manages renewals.

Compliance Matrix

Each subcontractor record will include a dedicated compliance matrix section where you can record and monitor:

Insurance Policies

- Employers Liability (required)
- Public Liability (required)
- Professional Indemnity (if applicable)
- For each policy: policy number, insurer name, coverage limit, start date, expiry date, and document upload

Work Tickets & Competencies

- Customisable list of work tickets/competencies (e.g., CSCS, IPAF, PASMA, Working at Height, Asbestos Awareness, Manual Handling, First Aid, Harness/Rescue, etc.)
- For each ticket: ticket number (optional), issue date, expiry date, and document upload
- Ability to mark tickets as required or optional per subcontractor

Company Onboarding Documents

- UTR / CIS status
- VAT number
- Bank details
- RAMS acceptance
- Signed terms and conditions
- Other custom documents as needed

Automated Status Calculation

The system will automatically calculate and display a prominent status label for each subcontractor based on compliance data:

Active

- All required insurances are valid (not expired and within warning thresholds)
- All required work tickets/competencies are valid
- Subcontractor is approved for use
- Status can be manually overridden by admins if needed

Awaiting Onboarding

- Missing required insurance policies or documents
- Missing required work tickets/competencies
- One or more required items have expired
- Items expiring within warning window (configurable thresholds)
- Subcontractor not yet approved for use

Do Not Use

- Hard-failed compliance (expired required insurance or tickets)
- Performance issues flagged by admins
- Manually set by admin regardless of compliance status
- System will prevent assignment to jobs/tasks when status is "Do Not Use"

Expiry Warnings & Dashboard

Expiry Alerts

- Configurable warning thresholds (default: 30 days, 14 days, 7 days before expiry)
- Visual indicators and notifications for items approaching expiry
- Email alerts to designated compliance managers (optional)

Filterable Views

- Expired: All subcontractors with expired required items
- Expiring Soon: Items expiring within configured warning windows
- Compliant/Active: All subcontractors with valid compliance status
- Awaiting Onboarding: Subcontractors missing required items or with expired documents
- Do Not Use: Subcontractors marked as non-compliant or manually disabled

Export & Reporting

- Export compliance matrix data to CSV/Excel
- Filterable reports across all subcontractors
- Summary reports showing compliance status overview
- Detailed reports with expiry dates and document status

Per-Project Integration

When selecting a subcontractor during job/task assignment:
- Display compliance status badge (Active/Awaiting/Do Not Use)
- Show any expired or expiring items as warnings
- Prevent assignment if status is "Do Not Use" (with admin override option)
- Quick access to compliance details from job assignment interface

Q&A

Roles with access

Office staff, admins, and owners will be able to:
- View full compliance matrices
- Add/edit insurance policies and work tickets
- Upload compliance documents
- Manually override compliance status
- Configure expiry warning thresholds
- Export compliance reports

Field staff and subcontractors will see compliance status indicators but cannot modify compliance data.

Subscription plans with access

Both Business and Pro plans will have full access to the Subcontractor Compliance Tracking features.

Credit: This feature request was prepared and submitted by Crowclad Roofing Ltd